Patient / Client Enrollment Coordinator

Upstream Functional Medicine; Colorado Springs (CO); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Retirement plan

Paid time off

Employee discounts

Paid training

Job summary

Upstream Functional Medicine is seeking an Enrollment Specialist to lead discovery calls and guide prospective clients through enrollment in our Colorado Springs clinic. You’ll blend warmth with direct conversations, manage the client journey, and coordinate with our Wellness Coordinator team to keep the clinic running smoothly.

You’ll own strong conversion targets, maintain precise CRM records, and support onboarding while representing our calm, purpose-driven presence.

Qualifications

• Experience in admissions, sales, client services, or phone-based consultations with measurable results.
• Ability to ask for commitment and handle objections in real time without a manager on the line.
• Dependable follow-through with a system to prevent slips and dropped threads.
• Exceptional verbal and written communication with a warm, trust-building style.
• A grounded, service-minded emotional presence and willingness to be coached.

Responsibilities

• Lead short discovery calls, ~15 minutes each, with clarity, warmth, and confidence.
• Build rapport quickly to help people feel seen, understood, and supported.
• Clearly communicate Upstream's functional medicine model and next steps.
• Serve as the primary contact from first call through enrollment, without dropped threads.
• Maintain proactive communication to keep prospective clients clear and engaged.
• Ensure pre-appointment paperwork is complete and accurate.
• Welcome clients for in-person evaluation and provide a brief clinic tour.
• Keep CRM/EHR data accurate and track discovery call volume, conversion, and enrollment.
• Support in-person scheduling to keep clinic flow full and consistent.
• Share trends with Medical Director and COO, flagging issues when needed.

Skills

Admissions/Sales experience

Objection handling

Follow-through

Verbal & written communication

Coaching receptivity

Emotional maturity

In-person availability

Tools

Cerbo CRM

ActiveCampaign

Monday.com

Google Workspace

Job description

This is a sales role wearing a caregiver's clothes, and we mean that with real respect for both halves. We call it enrollment because that is honestly what it is: you talk with people who are hurting, you tell them the truth about whether we can actually help, and you invite them to commit real time and money to their own health. It is sales, and it is sales with heart. The person who thrives here holds both of those things at once without flinching.

If the word "sales" makes you want to look away rather than lean in, we understand, and this may not be the role you are hoping for. If it makes you think "yes, that is exactly the kind of conversation I want to be trusted with," keep reading.

About Upstream

For eight years, Upstream Functional Medicine has helped people reclaim their health through science-based, personalized, root-cause care. Our providers, coaches, and operations team work together to create thoughtful, steady, connective experiences for every client. We value authenticity, excellence, humility, growth, service, and emotional maturity, and we believe how we communicate matters just as much as what we deliver.

About the role

You are the first point of contact a prospective client talks to, and often the reason they say yes or walk away. From the first discovery call through enrollment, you guide people through a clear, supportive journey that helps them understand our model and feel confident in their next step.

This role blends relationship-building with structured communication, organization, and follow-through. You will lead discovery calls, nurture prospective clients, coordinate evaluations, welcome clients into the clinic, and support onboarding, all while holding Upstream's calm, grounded, purpose-driven presence. Admissions and client connection are the heart of the role. Between calls, you communicate with our Wellness Coordinator team to keep the clinic running smoothly.

Let's be honest about the standard

We will be as clear with you as we ask you to be with clients. This role carries real numbers. You will convert 75% or more of discovery calls into Practice Member Evaluations, and enroll 95% of clients who are clinically cleared and ready to move forward.

Those are standards, not vague hopes. We will name them from day one, give you the coaching, tools, and process to reach them, and hold you to them the same way we hold ourselves. They are not there to pressure you. They exist because behind every number is a person who either got the help they came for or did not.

This role is a strong fit if

• You can be warm and direct at the same time, steady enough to hold someone gently to a decision.
• You treat "I need to think about it" as the middle of the conversation, not the end of it.
• You follow through because you have built a system for it, not only because you tried hard that day.
• You can take honest feedback from call reviews and show up differently on the next one.
• You can support someone who is sick, frustrated, or skeptical and stay grounded.
• You are energized to be on the phone connecting with clients, have a pipeline, and real accountability.

This may not be the right fit if

• Asking someone to commit to their own health feels like something you would rather avoid.
• You go quiet when someone hesitates or has an objection.You go quiet when someone hesitates or has an objection.
• You are hoping for remote or hybrid work. This role is in person in Colorado Springs, five days a week with possible weekend coverage to hit goals.
• Direct and specific feedback on your calls feels like criticism rather than support.
• Follow-through only happens for you under close supervision.

What you'll own

• Lead short discovery calls, about 15 minutes each, with clarity, warmth, and confidence.
• Build rapport quickly and help people feel seen, understood, and supported.
• Communicate Upstream's functional medicine model and next steps clearly.
• Serve as the primary point of contact from the first call through enrollment, with no thread dropped.
• Keep proactive, thoughtful communication going so every prospective client stays clear and ready.
• Make sure pre-appointment paperwork is complete and accurate.
• Welcome clients warmly for their in-person evaluation and give a brief, comfortable office tour.
• Keep the CRM/EHR honest and track your own numbers: discovery call volume, conversion, and enrollment.
• Help keep in-person consultation scheduling full and available.
• Share trends, patterns, and the real state of the pipeline with the Medical Director and COO, including when something is not working.

What we’re looking for

• Experience in admissions, sales, client services, or phone-based consultations in a professional setting, ideally with numbers you can name.
• Comfort asking for a commitment and handling objections in real time, without a manager on the line.
• Dependable follow-through, the kind where nothing slips because you built a system.
• Exceptional verbal and written communication, and a warm style that builds trust quickly.
• The ability to take direct coaching and change your approach by the next call.
• A grounded emotional presence: humility, ownership, and a service mindset.
• Availability for a full-time, in-person schedule at our Colorado Springs clinic.

Strong plus, not required

• Functional medicine, wellness, or healthcare experience.
• Formal training in consultative sales or motivational interviewing.
• Hands-on experience with tools like Cerbo, ActiveCampaign, Monday.com, or Google Workspace.
• A personal stake in root-cause health, so you understand why people come to us.

What we offer

• Mission-driven work where purpose, integrity, and human connection genuinely matter.
• A supportive team culture of thoughtful, growth-oriented people who value humility and excellence.
• Compensation: $55,000+ base, based on experience, with real bonus tied to enrollment performance. Top performers earn well above base.
• Benefits: retirement plan, paid time off, and employee discounts.
• Training and development: paid training, including four events a year, two remote and two out of state.
• Meaningful impact: you help people take ownership of their health and step into lasting change.

At Upstream, you won't just be filling a role. You will shape first impressions, build trust, and help people begin real, life-changing health journeys. We look forward to meeting you.